Lead response and CRM setup for real estate
We set up what happens after the enquiry: one pipeline for every lead source, an instant first reply, qualification, follow-up that lasts weeks and reporting that shows which source produced each deal.
Most brokerages lose deals after the enquiry, not before it.
Marketing gets the buyer to raise a hand. What happens in the next hour, and the next few weeks, decides whether that turns into a viewing.
- Portal, ad, WhatsApp and website leads arrive in different places.
- First replies take hours, and nights and weekends get no reply at all.
- Agents qualify differently, so good leads are missed and weak ones take up time.
- Follow-up stops after one or two attempts.
- Leads sit unassigned or with an agent who has left.
- Nobody can say which marketing spend produced signed deals.
Six parts, one pipeline.
We work inside the CRM you already use where possible, and connect the lead sources you already pay for.
Capture
Portal leads, Meta and Google lead forms, website forms, WhatsApp, calls and email land in one pipeline, tagged by source.
Instant first reply
Every new enquiry gets an immediate, relevant reply on the channel it came from, around the clock.
Qualification
Budget, timeline, purpose, financing and area are asked early and recorded, so agents know who to call first.
Follow-up sequences
Planned WhatsApp, email and call reminders over weeks, matched to buyers, sellers, landlords and investors.
Routing and handoff
Leads go to the right agent with the full history attached, with rules for reassignment when no one responds.
Reporting
Time to first reply, follow-up coverage, enquiry-to-viewing rate and the source of every signed deal.
Review, build, then improve.
Review
We map every lead source, test how fast enquiries are answered and look at your CRM and follow-up as they are today.
Build
We set up the pipeline, replies, qualification questions, sequences and routing, and train your agents on them.
Measure and improve
We report on reply time, follow-up coverage, viewings and deals every month and adjust what is not working.
Why speed matters: in a Harvard Business Review study of 2,241 US companies across industries, firms that contacted a web lead within an hour were nearly seven times as likely to qualify it as those that waited longer. Source: Oldroyd, McElheran and Elkington, Harvard Business Review, March 2011.
The marketing that feeds the pipeline.
Common questions.
What brokerage owners ask before we set up a lead system.
What is a lead system for a brokerage?+
It is everything that happens after someone enquires: how the lead is captured, how fast it gets a first reply, which questions qualify it, how follow-up runs over the following weeks, which agent it goes to and how the result is reported. Most brokerages have pieces of this spread across portals, phones and inboxes.
Do we need a new CRM?+
Usually not. Where possible we set everything up inside the CRM you already use. If you do not have one, we help you choose one that fits your team size and lead sources, then set it up.
How fast should a new enquiry get a reply?+
Within minutes. A Harvard Business Review study of 2,241 US companies (2011, across industries) found that firms contacting a web lead within an hour were nearly seven times as likely to qualify it as firms that waited longer. An instant first reply followed by an agent call closes most of that gap.
Will automated replies feel robotic to buyers?+
They should not. The first reply confirms the enquiry, answers the obvious question and asks one useful qualifying question, in your brokerage's voice, on the channel the buyer used. Agents take over the conversation once the lead is qualified.
Which lead sources can you connect?+
Typically property portals, Meta and Google lead forms, website forms, WhatsApp, phone calls and email. We confirm what your portals and CRM support during the first review.
How do you measure whether it works?+
We baseline your current numbers first, then track time to first reply, follow-up coverage after 7, 14 and 30 days, enquiry-to-viewing rate and the source of every signed deal.
Book a 30-minute strategy call
We look at where your leads come from, how fast they are answered and what we would fix first. If we are not the right fit, we will say so.
Book a strategy call